Getting Started with ProBeya

Sophie is a production supervisor at a sterile manufacturing site in Brussels. Her team runs TIER 1 standups every morning, tracks deviations on a whiteboard, and chases CAPA deadlines via email. She has heard that ProBeya can replace all of that with a single digital workspace. She opens her browser, navigates to acme.probeya.com, and five minutes later her first board is live.

This guide follows the same path Sophie took. By the end, you will have a workspace, a project, and your first tracked item — ready for tomorrow morning's standup.

What is ProBeya?

ProBeya is a digital transformation platform purpose-built for pharma and manufacturing teams. The name combines Latin Pro (forward) with Japanese Beya (room) — from the lean management concept of Obeya, the "big room" where cross-functional teams make decisions together.

Instead of physical whiteboards, sticky notes, and spreadsheets scattered across your site, ProBeya gives you:

• SQCDP boards — Kanban-style boards for Safety, Quality, Cost, Delivery, and People KPIs, plus any custom workflow your team needs.
• 25+ custom field types — from batch numbers and equipment IDs to GMP classification dropdowns, so your boards capture exactly the data your SOPs require.
• Real-time collaboration — see your colleagues' cursors, get instant updates when someone closes an action, and never wonder "is this the latest version?"
• Digital forms — replace paper gemba checklists, 5S audit sheets, and shift handover logs with structured forms that auto-create board items.
• Dashboard widgets — OEE gauges, safety crosses, TIER meeting countdowns, and Pareto charts that update live for your morning review.
• Thirteen languages — English, French, Dutch, German, Italian, Spanish, Portuguese, Russian, Arabic (RTL), Indonesian, Chinese, Japanese, and Korean, so every operator on every site sees ProBeya in their own language.

How ProBeya is Structured

Think of ProBeya as mirroring your physical plant hierarchy:

Organization (your company — e.g., Acme Pharma)
  └── Workspace (a site or department — e.g., Brussels Sterile Fill)
       └── Project (an obeya room — e.g., Line 3 TIER 1 Board)
            └── Board (a collection of items)
                 └── Group (a column — e.g., "Open", "In Progress", "Closed")
                      └── Item (an action, deviation, CAPA, or task)

Each Organization lives on its own subdomain (acme.probeya.com). Data is fully isolated — teams in different organizations never see each other's content.

Your First Five Minutes

1. Create Your Account

Navigate to probeya.com/register, or if your Quality team has already set up ProBeya, go directly to your tenant subdomain (e.g., acme.probeya.com/register). Enter your name, work email, and a password (minimum 8 characters). Verify your email, then sign in.

Already have an organization?

If your site admin has sent you an invitation email, click the link in that email instead. You will be automatically added to the correct organization with the right permissions.

2. Land on Your Dashboard

After signing in, you see the Dashboard — your personal command center. Right now it is empty, and that is fine. By the end of this guide, it will show your first items.

3. Create a Workspace

Workspaces map to your plant structure. Click the + icon next to "Workspaces" in the sidebar.

• Name: "Brussels Sterile Fill" (a slug like brussels-sterile-fill is generated automatically)
• Icon: pick the Factory icon for a production site, or the Flask icon for a lab
• Color: choose a color to visually distinguish this workspace in the sidebar
• Parent: leave empty for a top-level workspace, or select an existing one if you are creating a department under a site

Click Create Workspace and it appears in your sidebar instantly.

4. Create Your First Project

A project is your digital obeya room. Click + next to the workspace name and fill in:

• Name: "Line 3 TIER 1 Board"
• Template: choose a template for a pre-built structure, or start blank

Click Create Project. ProBeya takes you to a fresh Kanban board with default groups.

5. Add Your First Item

Click + Add Item at the bottom of any group column. Type something real — maybe yesterday's deviation: "Batch 2026-0412 fill weight OOS — investigate root cause." Press Enter.

Click the card to open the detail panel. Set the Status, Assignee, Priority, and Due Date. You have just created your first tracked action.

That is your five-minute first win. Tomorrow morning, when your team gathers for the TIER 1 standup, you can pull up this board on the shop floor screen instead of reaching for the whiteboard marker.

Choose Your View

ProBeya is not just a Kanban board. Switch between views using the tabs at the top of your project:

View	Best for	Pharma example
Board	Workflow visualization, daily standups	SQCDP status board for TIER 1 meetings
Table	Data-heavy tracking, bulk editing	Deviation log with batch numbers, equipment IDs, and root cause categories
Timeline	Date-range planning, Gantt-style	Site shutdown maintenance schedule
Calendar	Date-based events, shift planning	Training schedule with GMP module deadlines
Visual	Freeform dashboards, KPI walls	Digital obeya wall with OEE gauges and safety crosses

Invite Your Team

Go to Settings > Members and invite colleagues by email. Assign each person a role:

Role	What they can do
Admin	Full control — settings, members, billing
Member	Create and edit items, boards, and projects
Viewer	Read-only access — perfect for auditors and site visitors

Keyboard Shortcuts for Power Users

Shortcut	Action
N	Create a new item
E	Edit the selected item
/	Focus the search bar
Cmd+K / Ctrl+K	Open the command palette
?	Show all keyboard shortcuts
Escape	Close any open panel or dialog

Real-Time Collaboration

ProBeya is built for teams that work simultaneously — across shifts, across buildings, and across sites:

• Live updates — when your colleague on the night shift closes a deviation, you see the card move to "Closed" without refreshing. All changes sync via WebSocket in real time.
• Presence indicators — avatars in the top bar show who else is viewing the same board right now. During standups, you can see that all seven team members are connected.
• Comments and mentions — discuss items directly with rich text comments. Type @ to mention a colleague and they get an instant notification.
• Activity tracking — every field change is logged with who, what, and when. This is your audit trail for GMP compliance — no more "who moved this sticky note?"

Install ProBeya as a Desktop App

ProBeya is a Progressive Web App. Look for the Install ProBeya button at the bottom of the sidebar, click it, and confirm the browser prompt. The app launches in its own window with offline capability for cached data — handy when network coverage on the shop floor is spotty.

Internationalization

ProBeya supports thirteen languages out of the box: English, French, Dutch, German, Italian, Spanish, Portuguese, Russian, Arabic (RTL), Indonesian, Chinese, Japanese, and Korean. Your language preference is detected automatically from your browser settings but can be overridden in your profile. All user-facing text — including form labels, notifications, and dashboard widget titles — is fully translated.

Multi-site rollouts

For a company with sites in Belgium (French/Dutch), Germany, Italy, and Spain, every operator sees ProBeya in their own language without any configuration. The translation layer covers the entire interface.

Common First-Day Questions

Question	Answer
I cannot see any workspaces	Ask your site admin to add you to a workspace, or create your own.
Dashboard shows nothing	Create a workspace, project, and at least one item. The dashboard populates automatically.
How do I change language?	Go to your profile settings or let ProBeya detect your browser language automatically.
The command palette does not open	Make sure Cmd+K / Ctrl+K is not intercepted by a browser extension.

Before your first standup

Create a few representative items (open deviations, pending CAPAs, overdue training) so the team sees real data when you demo ProBeya. An empty board does not sell the transformation.

What Sophie Did Next

After her five-minute setup, Sophie spent another 20 minutes adding her team's current open actions from the whiteboard. By the next morning's standup:

• The team walked the digital board on the shop floor TV instead of the whiteboard
• Two items that had been "stuck" for weeks became visible because they now had due dates and owners
• The site director saw the SQCDP Health widget turn amber for Delivery — prompting a conversation that had been overdue for a month

That is the power of making work visible. ProBeya does not change what your team does — it makes what they do visible, traceable, and actionable.

Next Steps

• Interface Overview — understand the sidebar, top bar, and navigation
• Board View — master the Kanban view for SQCDP standups
• Creating Items — learn every way to add actions and deviations
• Dashboard — build your manager's morning command center
• Forms — digitize gemba checklists and deviation report forms

Welcome aboard. Your physical obeya just went digital.